16NTC Session - Beyond the File Server
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Session slides from 16NTC Beyond the File Server reviewing best approaches for migrating to an online document management system.
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16NTC Session - Beyond the File Server
- 1. Beyond the File Server Successful Online Document Management March 25, 2016 #16NTCbeyondfs
- 2. David Forrester Director – Consulting 501 Commons Johanny Torrico Vice President – Operations Community IT Johan Hammerstrom President & CEO Community IT
- 3. Collaboration Notes • URL to collaboration notes http://po.st/beyondfs-16NTC • CFRE Credits NFR – 1.5
- 4. What is document management? File cabinet image courtesy of WikiCommons: https://commons.wikimedia.org/wiki/File:Istituto_agronomico_per_l%27oltremare,_int.,_biblioteca,_schedario_05.JPG. Author is https://en.wikipedia.org/wiki/User:Sailko Before Digital File Shares DMS
- 6. What is…. • Document • Metadata • Taxonomy • Folksonomy Image courtesy of WikiCommons: https://commons.wikimedia.org/wiki/File:Semantic_Net.svg
- 7. Document • A record • A form of information: – Generally text, less than 100MB – Commonly MS office files, PDFs – Image and video? It depends…
- 8. Metadata Data about your Data • Taxonomy • Folksonomy
- 9. Benefits • Usability • Findability and Visibility (search vs. discovery) • Versioning • Control
- 10. Benefits • Remote access • Cloud availability • Cost savings…maybe ...probably not so much • Still need a backup
- 12. Methodology •Identify the solution Phase 0 •Plan •IA Phase 1 • Implement • Test • Adoption Phase 2 • Support • Maintain • Govern Phase 3
- 13. Phase 0 – Identify the solution • Consider larger IT strategy • Sketch out requirements • Inventory existing technology • Consider technical requirements
- 14. Sample Requirements Table Area Requirements Priority Technical: Hardware Windows 8+ environment Must Mac OSx Must AD integration Must Software Interface MS Office Productivity Suite Must DocuSign Should SalesForce Could
- 15. Area Requirements Priority Functional: Basic Create, upload, edit MS office documents. Must Store signed pdf contracts from electronic signature application. Could Automate Bus. Proc. Move close agreements to archive location automatically Could Records Management: able to lock documents from deletion. Must Portal Intranet Must Sample Requirements Table
- 16. Sample Requirements Table Area Description requirement Priority Use Cases: The development team wins a proposal. It becomes a grant. The programs’ team creates folders and copy documents. Funder Year Reports Budgets ”win” proposal documents automatically move to programs library. Budget, reports document are automatically generated from templates, ready to be completed. Should
- 17. Sample Requirements Table Area Description requirement Priority Use Cases: Executive directory would like a list of all active grants sort by funder. Program Director maintains a spreadsheet that it is manually updated A list of all of this is kept on a system, that will automatically update. This list is easy exported to an excel file. Must
- 18. Phase 1 •Identify the solution Phase 0 •Plan •IA Phase 1 • Implement • Test • Adoption Phase 2 • Support • Maintain • Govern Phase 3
- 19. Phase 1a – Pre-Planning i. Involve Users ii. Identify roles iii. Assess Content iv. Outline approach
- 20. i. Involve users • Identify and understand your stakeholders • Relate benefits to the business need • Be transparent on shortcomings of solution • Involve leadership
- 21. ii. Identify Roles • Identify roles – Partner – Internal Technical Lead – Champions
- 22. iii. Assess Content • Narrow your content to recently accessed or modified: Last year? • Identify type of documents generated and used: Media, databases? • Determine who are the content owners and users: External vs Internal Users? • Identify organization-wide content types vs departmental.
- 23. iv. Identify the best approach • Phased • User-centric • Pilot
- 24. Phase 1b – Group Planning Sessions i. Team Requirements ii. Content iii. Security
- 25. i. Team Requirements • Articulate main objective • Review existing documentation • Conduct stakeholders interviews
- 26. ii. Content • What information is in use? • Where is the content stored? • How many documents are actively use? • What systems are utilized currently? • Is there any compliance requirements?
- 27. Content Doc Type Doc Purpose Doc Templa te Metadata Workflow process Owner Users Format Agreement No Funder Agr. Type Year Initiative Dev. Dir Dev Prog Docx Pdf
- 28. iii. Security • Roles • Permissions • External
- 29. Phase 1c – Information Architecture • Hierarchy • Content • Metadata • Permissions
- 30. IA design: Sample Client Name HR IT Projects Campaign 3 Campaign 2 Other
- 33. IA design: SampleDescription: Full Ena b les users to ha ve full c ontrol of the web site. Ed it Contrib ute p ermissions, p lus ma na g e lists Contrib ute Ena b les users to ma na ge p ersona l views, ed it items a nd user informa tion, d elete versions in existing lists a nd d oc ument lib ra ries, a nd a d d , remove, a nd up d a te p ersona l Web Pa rts. Rea d Ena b les users to view p a ges a nd list items, a nd to d ownloa d d oc uments. Groups: Owners Memb ers-sta ff FinAd m FinMem EventAd m IT Site Subsite, library Full Edit Contribute Read Main owners memb ers-sta ff Operations owners memb ers-sta ff Finance owners, FinAd m FinMem memb ers-sta ff a c c ountingFinAd m FinMem b ud gets FinAd m FinMem p a yroll FinAd m rep orting FinAd m FinMem a ud its a nd ta xes FinAd m FinMem Grants owners memb ers-sta ff g ra ntsmg mt FinAd m FinMem p rop osa ls FinAd m FinMem regra nting FinAd m FinMem Permissions
- 34. Phase 2 •Identify the solution Phase 0 •Plan •IA Phase 1 • Implement • Test • Adoption Phase 2 • Support • Maintain • Govern Phase 3
- 35. Phase 2a – Implement • Build out site in solution • Department by department rollout • Ongoing feedback • Fine tune
- 36. Phase 2b – Test • Identify and train power user(s) • Validate taxonomy • Incorporate feedback • Provide additional training as necessary
- 37. Phase 2c – Production • Migration Strategy • Gather and incorporate feedback • Provide continue training
- 38. Phase 3 •Identify the solution Phase 0 •Plan •IA Phase 1 • Implement • Test • Adoption Phase 2 • Support • Maintain • Govern Phase 3
- 39. Phase 3 – Governance • Who owns the system? • Who manages updating the system? • What type of changes are consider design changes? • Is the data backed up?
- 40. Phase 3 – Support • Ongoing training feedback and evolution • Review IA regularly with champions
- 41. Case Study: Joining Forces • 35 staff, 3 locations, hundred of volunteers • Product of recent merger • Contract IT support replacing volunteer • On premises Exchange & Windows Server vs Google for Nonprofits
- 42. Case Study: Joining Forces • Office 365 with SharePoint Online • OneDrive vs SharePoint team site • Access and ownership • File synchronization woes
- 43. Case Study: Community • 35-person community foundation • Office 365 for email, calendaring & presence • Sad Sharepoint backstory, using Windows Server • Need a place for finding, surfacing, sharing
- 44. Case Study: Community • Intranet plus collaboration • Confluence selected • Fewer all-staff emails, easier search & retrieval, social aspects
- 45. Case Study: Fund for Public Good • 20 staff • Office 365 - Exchange Online • Hybrid cloud solution for files
- 46. Case Study: Fund for Public Good • Office 365 from E1 to E3 – Email encryption – Office ProPlus subscription • SharePoint Online – Office 365 • OneDrive
- 47. Case Study: Fund for Public Good • Folder-File structure in SharePoint Libraries • Files, libraries synchronization • Mac users
- 48. Case Study: Concerned Parents • 50 staff organization • Exchange Online – Office 365 • Hybrid OS environment: OSx, Windows • File server on premise
- 49. Case Study: Concerned Parents • Remote access • Business process improvements • Collaboration, searching, versioning • Shadow IT
- 50. Case Study: Concerned Parents • Office 365 – SharePoint Online • Board Portal • Phased approach – departmental – Operations
- 51. Please complete survey Can be found in both the mobile app and on the website listing http://po.st/aT3KrY
Notas del editor
- Matt, Introduce Johanny
- Johanny first, Matt talk about “cloud” document management We have reviewed the basics, what’s a document, and some of the common terminology utilized in document management systems… .but what do we refer to when we talk about document management?? Document management is usually defined as the creation, storage, organization, transmission, retrieval, manipulation, update, and eventual disposition of documents to fulfill an organizational purpose. A Document Management System or DMS is the use of a computer system to store, manage and track documents electronically. Characteristics of document management… -documents can have different storage locations for different documents (folders, libraries, etc.) -granular security control (managing permissions) -versioning control is another classic element of document management systems as well as the ability to rollback versions -audit trails, to permit the reconstruction of who did what to a document during the course of its life in the system – -ability to check-in and check-out a document or lock it down Another feature of a DMS is the ability to add records management. Some organizations have the need to keep their records for a period of time for example. In this cases, record management from your DMS comes in handy. It’s important to keep in mind… Document management is about usability , “records management” is about compliance. Matt can you help us define then “cloud based document management”?? Anyway, there are lots of versions of “records life-cycle.” I made up the one below based on a few different ones I read about. -Create -Capture (document is finished and can’t be changed, is “in production” and accessed regularly – and old drafts/versions can be discarded) -Archive (document is more offline but is still accessible if necessary) -Dispose https://www.laserfiche.com/ecmblog/whats-the-difference-between-document-and-records-management/ - short, but deep dive into difference between document management and records management.
- Johanny first There are 3 common concepts that are largely used around the document management world… metadata taxonomy and folksonomy. What is… Metadata – “data about data.” In the case of document management, it is information about a document that is “attached” to the document. Traditional Windows file servers track metadata we’re familiar with: created by, created date, date modified .. All these are attributes of a document file that stay with the file even if you copy it to a different folder or send it as an attachment. Document management systems provide a database that allows for more extensive and sophisticated metadata including attributes that can be customized by the administrators or users of the system. Short one word “tags” describing the content of the document are an example of this. Taxonomy – Is an organized way for classifying information. In this case, we’re talking about what metadata documents are expected to have so that they can be organized, stored and searched properly. Folksonomy – A term worth mentioning as a contrast to taxonomy. Taxonomy is a top down way of tagging, defined by the owners of the document management system. Folksonomy is when users can tag documents with whatever tags they believe to be appropriate. You get a LOT of different tags that way, but the idea is that certain tags emerge as more popular and therefore more useful. This approach is usually helpful when working with VERY large audiences. Or with small organizations in which informality/flexibility is workable at small scale.
- Johanny Google still churns up a link from 1996 Wired Magazine lamenting the fact that it’s hard to define “document” in this modern age (http://archive.wired.com/wired/archive/4.08/document.html) But In general what’s is a document? A document is a record, a form of information. For our purposes, we’re mostly talking about files of less than 100MB that contain text. Most commonly Microsoft Office files and PDF files. Image and video files could be a small percentage of our document inventory, but if we have a lot of image and video files we probably want to segregate them into a separate Digital Asset Management system.
- Content Types: Keep it broad, shallow, simple and elegant Six to 12 top-level categories. Two or three levels deep. Focus mainly on the primary, top-level concepts Be inspired by existing schemes. eg industry standards and local practices Taxonomy/ Most famous example organizing plants and animals- Kingdom->Phylum->Class->Order->Family->Genus->Species. MetaData: Data about your Data:
- Plan to involve users early and often Inventory existing content
- Organization buy-in You want to Involve users early in the process… be transparent... there will be changes... for example... users might need to work from the web... they will need to learn to tag documents... etc... make sure you weight the benefits with the change that is coming... It’s important to understand how your users collaborate and share documents… What type of documents do they create?? Microsoft office word, excel documents? are there any publications? As you move forward with your project plan, assign project champions, and train them with more than the basics, for the most part I’d recommend providing your champions with a level of administration higher than a regular user. You want your champion to understand the way the information flows, understand your taxonomy, and metadata, give them access to add new terms, or tag documents. This will take you a long way especially when it comes to increasing user adoption.
- who will help you with this migration? you might need to find a partner/vendor.. who will be the project lead in your organization... time consuming... a believer... Champions = executive leaderships, directors…
- Potential issues: large files... databases... long file names... that can cause issues during migration... The most effective method for understanding the quantity and quality of content (i.e. functionality and information) proposed for a system is to conduct a content inventory. Content inventories identify all of the proposed content for a system, where the content currently resides, who owns it and any existing relationships between content. Content inventories are also commonly used to aid the process of migrating content between the old and new systems. Effective IA must reflect the way people think
- start small... phased approach... by department... have a user-centric approach... involve users, conduct interviews... learn how they use content... have small pilot before moving to production... this is a good approach to validate your taxonomy if you use metadata
- user-centric... design for a group of people... team learn about users abilities and..limitations work with those users throughout your design process Read existing documentation Show benefits to your users... show a few cool things that the tool does to engage those users A quick way of building up an understanding of the context in which the system must work are getting familiarity with the organization’s Mission statements, organization charts, previous research on document management systems, and vision documents Interview the stakeholders… Speaking to stakeholders provides valuable insight into business context and can unearth previously unknown objectives and issues.
- Johanny: The next area on the information ecology diagram is CONTENT These refers to the understanding of content, what type of documents and data types are there?, what’s the volume or size of this?, how is existing content structure, any governance and who are the owners The most effective method for understanding the quantity and quality of content is to conduct a content inventory. Content inventories identify all of the proposed content for a system, where the content currently resides, who owns it and any existing relationships between content. I posted some questions that will need to be answer while conducting content audit…. *what information is in use, what systems are currently in use? Is there any compliance requirements that will require us to explore record management?? Matt can you give us some techniques on how to facilitate this process??
- Map your content...
- identify roles... who will do some basic administration of your libraries.. who needs access to what... what about external access... this will inform the way your architect your sites... and information
- Map your information architecture... document that...
- site herarquie
- document your libraries and what type of documents you are storing there... important document...
- Migration strategy: Move active files only –modified in the past 4 months for example. Have an archive repository Start fresh. User driven approach…downside... you loose basic document metadata such as author, created and modified date Plan to have your file server for a couple of months as read-only. Feedback: Choose a champion on each department that can answer questions from users at all times. Provide your champion with tools and escalation person in case he/she encounter challenges Brown bags are good settings for users to ask questions, and have ad hoc trainings… this can go a long way in increasing adoption.
- Make sure you develop a governace plan that list these basics...who owns the system? how is your vendor/partner helping you with ongoing administration? what is his role? what is consider a design change?? do you need to backup your data?? Who is the administrator moving forward? Who is responsible to support the system? What happens when the site structure needs to be modified: adding libraries or more sites Who manage the existing metadata? How can we check in regularly with Community IT for usability improvements? How often? What is our backup plan for this data?
- Long filenames, too large files, too many items, acts of Thor can all cause sync issues